Terms of Use

Effective date: 20 February 2026

Key terms summary

This summary is to help you quickly understand some important points. You should still read the full Terms of Use.

Who we are: These Terms are between you and ForeFlow Pty Ltd (ABN 41 693 400 029) ("ForeFlow", "we", "us", "our").

What the service is: ForeFlow is a closed-loop financial operating system for trades and service businesses. It connects to your job management software (such as Simpro, ServiceM8 or Tradify) and accounting software (such as Xero, MYOB or QuickBooks), analyses your business data, and provides dashboards, cashflow forecasting, budgeting, pricing tools, sales tracking and AI-powered guidance.

No professional advice: ForeFlow and any outputs (including forecasts, insights, dashboards, pricing calculations and AI-generated suggestions from FlowPilot or FlowLab) are general information tools only and not accounting, legal, financial or taxation advice. You must verify results and seek professional advice before relying on them.

Third-party integrations: ForeFlow connects to third-party services (for example, Xero, Simpro, ServiceM8 and other platforms). We do not control those services, their data accuracy, their availability or their terms. Your use of them is governed by their terms and privacy policies.

Your responsibilities: You must provide accurate information, keep your login details secure, use ForeFlow in compliance with law, and ensure you have the right to share any data you connect or upload.

AI and data use: We may use your data to provide and improve ForeFlow and our AI features (including FlowPilot and FlowLab), and to generate aggregated or de-identified analytics. We do not sell your identifiable data. Any use for service-wide model improvement will be based on de-identified or aggregated data, wherever reasonably practicable. More detail is in our Privacy Policy.

Fees, trials and auto-renewal: Subscription fees are paid in advance for each billing period, unless you are in a free trial. If you do not cancel before the trial ends, your subscription will convert to a paid plan automatically. Subscriptions auto-renew unless you cancel in the app or portal. We will give at least 30 days' notice of any fee increase, which will apply from your next renewal.

Suspension and discontinuation: We may suspend access for maintenance, security, misuse or technical reasons. If we decide to discontinue ForeFlow, we will usually give at least 60 days' notice and refund any prepaid unused fees.

Cancellation and refunds: You can cancel at any time via the app or portal. Unless required by law or otherwise stated, fees are non-refundable and cancellation takes effect at the end of your current billing period. If you cancel because we make a detrimental change to the service or these Terms, you will receive a pro rata refund for the unused period.

Liability cap: To the extent permitted by law (and without limiting your non-excludable rights under the Australian Consumer Law), our total aggregate liability to you is capped at the greater of the total fees you paid us in the preceding 12 months, or AUD $150. We are not liable for indirect or consequential loss (like loss of profit, revenue or data).

1. About these Terms

1.1 These Terms of Use ("Terms") govern your access to and use of the ForeFlow web-based application, related websites (including https://www.foreflow.com.au and https://app.foreflow.com.au), dashboards, AI features, and any content or services made available through them (together, the "Service").

1.2 By creating an account, accessing or using the Service, you agree to be bound by these Terms.

1.3 You must be at least 18 years old and capable of entering into a binding contract to use the Service.

1.4 We may update these Terms from time to time. We will give you at least 30 days' notice of any change that we reasonably consider is likely to have a detrimental impact on you ("Detrimental Change"), unless we are required to act sooner to comply with law or deal with urgent security or operational issues.

1.5 If you do not agree to a Detrimental Change, you may cancel your subscription in accordance with clause 7, in which case you may be entitled to a pro rata refund for any unused prepaid period.

2. Accounts and access

2.1 Registration and accuracy

To use the Service, you must register for an account and provide accurate, current and complete information. You must update your details when they change.

2.2 Account security

You are responsible for keeping your login credentials confidential and secure. You must notify us promptly if you suspect unauthorised access to your account. We may assume that any activity taken using your credentials is authorised by you.

2.3 Business data connections

When you connect third-party systems (such as Xero, Simpro or ServiceM8) to ForeFlow, you authorise us to access and process data from those systems as described in clause 4. You are responsible for ensuring you have the authority to connect those systems and share that data with us.

2.4 Availability and support

We aim to make the Service available continuously but do not guarantee uninterrupted or error-free operation. Access may be affected by maintenance, network issues, hosting outages, third-party service issues (including API rate limits or downtime from Xero, Simpro or other connected platforms), or other factors. If you experience technical problems, you should first check any support resources we provide, and if still required, contact us at [email protected].

2.5 Suspension for operational reasons

We may temporarily limit or suspend your access to the Service, with immediate effect where reasonably necessary, for example:

  • scheduled or emergency maintenance;
  • security, integrity or performance issues;
  • suspected misuse, excessive usage or breach of these Terms;
  • technical interoperability or data protection concerns; or
  • issues with third-party API access that affect our ability to deliver the Service.

We will use reasonable efforts to restore access as soon as practicable. If we suspend your access for reasons not caused by you for more than one full day in a month, you may request a pro rata credit or refund for that period.

3. Acceptable use

3.1 You must not use the Service to:

  • break any law or infringe anyone's rights;
  • provide false, misleading or incomplete information;
  • upload or transmit malicious code, viruses, bots, or similar;
  • attempt to gain unauthorised access to any systems or data (including other users' business data);
  • send spam or unauthorised marketing communications;
  • interfere with or disrupt the security, integrity or performance of the Service;
  • use the Service to build a competing product, service or dataset;
  • scrape, data-mine or systematically extract data from the Service; or
  • engage in conduct that is abusive, harassing, defamatory, obscene or otherwise inappropriate.

3.2 You are responsible for ensuring that all use of the Service by you and your authorised users complies with these Terms.

4. Third-party services and integrations

4.1 Third-party services

The Service integrates with third-party platforms and services that you choose to enable ("Third-Party Services"), including but not limited to:

  • Accounting platforms: Xero, QuickBooks, MYOB
  • Job management platforms: Simpro, ServiceM8, Tradify
  • Payment processors: Stripe (for ForeFlow subscription billing)
  • Other business tools as made available from time to time

4.2 Your responsibility

You are solely responsible for complying with the terms, conditions and privacy policies of any Third-Party Services. We do not control or endorse Third-Party Services and are not responsible for their availability, performance, security, accuracy or data handling.

4.3 Data access and sharing

By enabling a Third-Party Service, you authorise us to:

  • connect to that Third-Party Service on your behalf using OAuth or other authorisation mechanisms;
  • access, ingest, store and process data from that Third-Party Service (including but not limited to jobs, invoices, bills, bank transactions, payroll data, customer records, cost centres, profit and loss reports and other business records) to provide the Service; and
  • where applicable, send or write back data to that Third-Party Service in accordance with your configuration and instructions.

4.4 Data synchronisation

ForeFlow periodically synchronises data from your connected Third-Party Services. This may include synchronisation on login, at scheduled intervals during your session, and via overnight background processes. You acknowledge that there may be a delay between changes in your Third-Party Services and those changes being reflected in ForeFlow.

4.5 Changes to integrations

We may add, modify, limit or remove integrations with Third-Party Services, for example if:

  • the provider changes or withdraws their API or integration terms;
  • we determine it is no longer commercially or technically viable; or
  • required by law or security concerns.

If we remove a material integration that you rely on, we will treat this as a potential Detrimental Change and handle it under clause 1.5.

5. Your data, content and AI outputs

5.1 Your data and content

For these Terms, "Your Data" means any information, data, content or materials that you (or your authorised users) connect to, upload to, or generate via the Service, including:

  • business, operational, financial and job-related data;
  • customer, supplier and staff data (including names, contact details and payment information from connected systems);
  • invoices, bills, bank transactions, payroll records and profit and loss data;
  • job records, quotes, cost centre configurations and scheduling data;
  • configuration settings, budget strategies, pricing parameters and custom fields; and
  • any other content or inputs you provide.

You remain responsible for ensuring you have all necessary rights, consents and authorisations to share and use Your Data with the Service, and for the accuracy, quality and legality of Your Data.

5.2 Multi-tenant data isolation

ForeFlow is a multi-tenant platform. Your Data is logically isolated from other users' data through row-level security policies and access controls. You can only access data associated with businesses you are authorised to view.

5.3 Prohibited content

You must not provide, and must not allow ForeFlow to ingest, any content that:

  • infringes the intellectual property or other rights of any person;
  • contains personal information that you do not have the right to share;
  • is defamatory, hateful, harassing, abusive, violent or otherwise unlawful;
  • relates to illegal activities or would expose us or any third party to legal liability; or
  • contains payment card data, unencrypted login credentials, or other highly sensitive information not intended to be processed by the Service.

5.4 Licence to use Your Data

You grant us a non-exclusive, worldwide, royalty-free licence (with the right to sublicense to our service providers) to host, store, copy, transmit, process, display and back up Your Data, and to de-identify and aggregate Your Data, as reasonably necessary to:

  • provide, operate, secure and support the Service;
  • develop and improve features, algorithms and user experience;
  • create analytics, benchmarks and insights (in de-identified or aggregated form wherever reasonably practicable); and
  • comply with law and manage our business.

5.5 AI features and model improvement

Our Service includes artificial intelligence and machine learning features that generate outputs, insights and recommendations ("Outputs"), including but not limited to:

  • CashDash: Cashflow forecasts, bank balance trends, aged receivable analysis and peak/trough predictions;
  • SalesDash: Sales tracking, target attainment, service line breakdowns and salesperson performance;
  • Budget: Budget variance analysis, profit strategy modelling and cost category tracking;
  • Pricing (PricePro): Charge-out rate calculations, labour margin analysis and overhead burden allocation;
  • FlowPilot AI: AI-generated business health assessments, prioritised action plans, and financial recommendations;
  • FlowLab: AI-powered scenario modelling and decision simulation (for example, "what if I hire two more staff?"); and
  • other dashboards, visualisations, alerts and summaries.

We may use de-identified or aggregated data derived from Your Data to train, tune and improve our AI models and the Service more broadly. We do not sell your identifiable data. We do not use your identifiable business data to train AI models that serve other users.

5.6 Retention and deletion

We generally retain Your Data for as long as your account is active and as reasonably required for our business and legal purposes (for example, record-keeping and audit). You can usually delete certain data within the Service yourself. We may retain backup copies and logs for a limited period even after deletion, as part of our standard backup and security processes. More detail is set out in our Privacy Policy.

6. Outputs: important disclaimers

6.1 Nature of Outputs

Outputs are automatically generated based on Your Data, your configuration, data from connected Third-Party Services, and various assumptions and models. Because of this, Outputs:

  • may be incomplete, inaccurate or out of date;
  • may not reflect your specific circumstances, goals or regulatory obligations;
  • may change as your data, connected systems or our models change; and
  • depend on the accuracy and completeness of data from your Third-Party Services (for example, if your Xero data is incomplete, your cashflow forecasts will be affected).

6.2 No professional advice

The Service and Outputs are general information tools only. They:

  • are not accounting, taxation, financial, legal or business advice;
  • do not consider all factors relevant to your circumstances; and
  • are not a substitute for professional advice from a qualified accountant, financial adviser, lawyer or business consultant.

You must independently review and verify any Outputs before relying on them or acting on them. AI-generated suggestions from FlowPilot, FlowLab or similar features are informational only and should not be treated as professional recommendations.

6.3 Your responsibility

You are solely responsible for:

  • any decisions you make based on the Service or Outputs;
  • ensuring your accounting, taxation and compliance obligations are met;
  • verifying and validating imported data and configuration (for example, chart of accounts mapping, job costs, cost centre classifications, team member rates and budget allocations); and
  • independently confirming pricing calculations, cashflow projections and any other financial figures before acting on them.

To the extent permitted by law, we are not responsible for any loss you suffer as a result of relying on Outputs.

7. Trials, subscriptions, fees and cancellation

7.1 Free trial

We may offer a free trial of the Service. If you sign up for a free trial:

  • the trial period and any applicable limitations will be stated at or before sign-up;
  • you must provide valid payment details, but no fees are charged during the trial period; and
  • if you do not cancel before the end of the trial, your subscription will automatically convert to a paid plan and fees will apply.

7.2 Subscription tiers and fees

ForeFlow offers multiple subscription tiers (for example, Lite, Pro and Enterprise), each with different feature access and pricing. Except during a free trial:

  • subscription fees are payable in advance for each billing period (for example, monthly or annually), starting from your subscription commencement date;
  • fees are generally non-refundable, except as expressly provided in these Terms or required by law; and
  • fees, subscription tier details and billing currency will be as stated in the sign-up flow, payment page or invoice.

7.3 Auto-renewal

Your subscription will automatically renew for successive periods of the same length unless you cancel before the end of your current period. We will give you at least 30 days' notice of any increase to subscription fees, which will apply from your next renewal.

7.4 Payment and invoices

By providing your payment details, you authorise us (and our payment processors, including Stripe) to charge the applicable fees and any authorised taxes or surcharges. Invoices or receipts will be issued to the email address associated with your account.

7.5 Changes to fees

We may change subscription fees by providing at least 30 days' notice (unless we are reducing fees). If you do not agree to the new fees, you may cancel before the change takes effect. Cancellation will take effect at the end of your current billing period.

7.6 Cancellation by you

You may cancel your subscription at any time via the Service. Cancellation takes effect at the end of your current billing period and does not entitle you to a refund of fees already paid, except where required by law or where you cancel due to a Detrimental Change under clause 1.5.

8. Suspension and termination

8.1 By us for breach or misuse

We may suspend or terminate your access to the Service immediately if:

  • you materially breach these Terms and fail to remedy that breach (if remediable) within a reasonable time after we notify you;
  • your use poses a security or legal risk to us or others; or
  • required by law or a regulatory authority.

8.2 Discontinuation of the Service

We may discontinue the Service (in whole or in part) at any time for commercial, legal or technical reasons by giving you at least 60 days' notice where reasonably practicable. If we do:

  • we will refund prepaid fees for any unused portion of your current subscription period; and
  • we will provide options to export Your Data within a reasonable timeframe where technically feasible.

8.3 Effect of termination

Upon termination or expiry of your subscription:

  • your right to access and use the Service ends;
  • your connected Third-Party Service authorisations will be revoked;
  • these Terms continue to apply to any accrued rights, obligations and liabilities; and
  • clauses which by their nature are intended to survive (including those about privacy, IP ownership, confidentiality, liability and dispute resolution) will continue.

9. Intellectual property

9.1 Our IP

The Service, including all software, code, systems, algorithms, AI models, designs, layouts, trademarks (including the ForeFlow name, logo and triple chevron mark), know-how and other materials, is owned by or licensed to ForeFlow Pty Ltd and is protected by intellectual property laws.

Except for the limited right of access and use given under these Terms, you obtain no rights in or to the Service.

9.2 Licence to use the Service

Subject to these Terms and payment of applicable fees, we grant you a non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Service for your internal business purposes.

9.3 Restrictions

You must not, and must not permit others to:

  • copy, modify, adapt or create derivative works of the Service;
  • reverse engineer, decompile or attempt to extract the source code, except to the extent permitted by law;
  • use the Service to build a competing product or service;
  • systematically extract or scrape data, algorithms, pricing models or business logic from the Service;
  • attempt to reconstruct, replicate or reverse-engineer our AI models, prompts or analytical frameworks; or
  • remove or obscure any proprietary notices on the Service.

9.4 Feedback

If you provide us with suggestions, ideas or feedback about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use and exploit that feedback for any purpose, without any obligation to you.

9.5 Ownership of Your Data

You retain ownership of Your Data. Nothing in these Terms transfers ownership of Your Data to us.

10. Privacy

10.1 Our collection, use and disclosure of personal information is governed by the Privacy Act 1988 (Cth) and applicable privacy laws, and our Privacy Policy, as updated from time to time and available on our website.

10.2 By using the Service and providing personal information (including personal information contained in data from connected Third-Party Services), you:

  • consent to us collecting, using and disclosing personal information as described in our Privacy Policy; and
  • warrant that you have obtained all necessary consents and authority to allow us to handle personal information contained in Your Data in accordance with these Terms and our Privacy Policy.

11. Warranties and liability

11.1 No guarantees beyond those required by law

To the maximum extent permitted by law and subject to any Non-Excludable Rights (as defined below), the Service is provided "as is" and "as available", and we do not make any guarantees or warranties about the accuracy, reliability or suitability of the Service or Outputs. Without limitation, we do not warrant that:

  • data imported from Third-Party Services will be complete or accurate;
  • cashflow forecasts, pricing calculations, budget projections or AI recommendations will be correct;
  • the Service will be available without interruption; or
  • Outputs will be suitable for your specific business decisions.

11.2 Non-Excludable Rights

Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy you may have under the Australian Consumer Law or other laws that cannot be excluded ("Non-Excludable Rights").

Where our liability for a Non-Excludable Right can be limited, our liability is limited (at our option) to resupplying the services or paying the cost of having the services supplied again.

11.3 Liability cap

Subject to your Non-Excludable Rights and clause 11.4, our maximum aggregate liability to you for all claims arising out of or relating to the Service or these Terms is limited to the greater of:

  • the total subscription fees you paid to us in the 12 months immediately before the first claim; and
  • AUD $150.

11.4 Exclusion of certain types of loss

To the maximum extent permitted by law, and subject to your Non-Excludable Rights, neither party is liable to the other for any special, indirect, consequential or punitive loss or damage, or any loss of profit, revenue, goodwill, opportunity or data.

11.5 Mitigation

Each party must take reasonable steps to mitigate any loss, cost, damage or expense it may suffer in connection with these Terms.

12. Force majeure

Neither party is liable for any delay or failure to perform its obligations (other than payment obligations) due to circumstances beyond its reasonable control, including natural disasters, war, strikes, internet or hosting failures, third-party API outages, or government restrictions.

13. General

  • These Terms are governed by the laws of Queensland, Australia. Each party submits to the exclusive jurisdiction of the courts of Queensland.
  • If any provision of these Terms is held invalid, the remainder continues in full force and effect.
  • These Terms constitute the entire agreement between you and us in relation to the Service.
  • We may provide notices electronically, including via email or in-app notifications.
  • No failure or delay to exercise a right operates as a waiver of that right.

Copyright 2025 | ForeFlow Pty Ltd | ABN: 41 693 400 029

Making business simple for tradies.

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© Copyright 2025 | ForeFlow Pty Ltd | ABN: 41 693 400 029

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